Operating Out of Balances

Operating Out of Balance Troubleshooting

The Operating column displays one of three options:

• No Red: The bank/book for the operating bank accounts matches and all bank accounts are reconciled
• Red Zero: The bank/book for the operating bank account matches but one or more bank accounts are not reconciled
• Red Number: The bank/book for the operating bank account does not match and one or more bank accounts may not be reconciled

The Operating column only tracks the Main Operating account for bank/book out of balances. The Main Operating account can be seen on the Association > Bank Accounts screen. It will be listed under Type as Operating. This should also be the first account to populate on the Bank Register and Reconciliation screens.

Outs will be identified on the Financial Summary screen or when comparing reports against the balance sheet. If an out on the Financial Summary screen displays, refresh that period and the period prior to confirm which period contains the root issue. 

To begin troubleshooting, compare the balance sheet against the Reconciliation screen to find the last day the reports were in balance and the first day they were out of balance. Once the day the out occurred on has been identified, there are a few things to check for:

• Voided bank register items
• Deleted bank register items
• Items that should be voided
• Duplicate GL entries and deleted GL entries

If none of these techniques work, the final option is to export the bank register and GL research to excel, both with the Ledger ID column added.

The date range on bank register should be changed to the full month ie: 12/1/2018-12/31/2018, add the Ledger ID column and export. Once exported, columns such as Check#, Balance, and Type can be hidden as they are not necessary.

The GL research will default to the prior month but if the Financial Out occurred in a different period, make sure to update the date range to the whole month where the out occurred. Filter by the GL code of the Main Operating account and add the Ledger ID before exporting to excel. Once exported, columns such as Section, Group, Fund, Description, GL TranID and GL RelID can be hidden. Items with a Ledger ID of 0 can also be hidden.

Combine and reorganize these reports to display the Ledger ID columns side by side. Make sure the bank register side and GL research side are independently sorted by Ledger ID. Each Ledger ID grouping should have matching dollar amounts. If there is a mismatched Ledger ID and potential Financial Out that is larger or smaller than the total out, flag this and continue. Multiple outs may be contributing to a total out.

A good technique for larger amount of data would be to use a formula in the center "match column". =if(G2=I2, "match", "out") will compare the ledger IDs.

Bank items come in batches while GL items do not. Reorganize the excel spreadsheet and copy down the Ledger ID for these items.

If the Financial Out issue remains unsolved, please share what steps have already taken when submitting a support ticket.