Attaché General Ledger comes with two recalculation utilities:
Recalculate GL Balances
Recalculate GL Batch Headers
These utilities should only be used after ensuring your data is archived and only when you are directed to by another Knowledge Article or by a member of our Support or Consulting teams.
Run Recalculate GL Balances
Recalculate GL Balances recalculates the balances held in the GL Masterfile from the GL Transactions table. You will only need to run this utility if the total of your GL Transactions are not reconciling to your reports, like the Trial Balance, or Bank Reconciliation report. Typically, the imbalance will need to be proven by exporting transactions for a GL Account to Excel and comparing the Excel total to the Attaché total.
If this is the case, do the following:
Run Recalculate in report mode first.
Go to Tools, Company, Utilities, Recalculate GL Balances.
Under Options ensure Report Only is selected.
Ensure no other ranges are entered.
Accept F9 to run the report.
The report will indicate the number of GL Accounts read and GL Transactions read. If these numbers look to include all your GL accounts and yet the Report total values are all zero, then this utility is most likely not going to resolve your issue, that is, your Masterfile Balances are most likely correct. If all Report total values are zero, do not proceed further. Otherwise move to step 3.
📌Note: The only time the Report total values will be zero and you could still have a problem is when your GL transaction data is corrupted. If you suspect this to be the case, then please raise a new case online and reference the title of this article.
Archive your data using File, Archive Current Company.
Again, at Tools, Company, Utilities, Recalculate GL Balances.
In the Options box choose Update Account Balances.
Click or press Accept F9 to start the process.
Once the process is complete, review the report to ensure the changes are as expected.
📌Note: Whatever your situation you probably have an idea as to where the problem is, you should see at least this GL account listed as having its balance updated. If you don't, but you see many other accounts listed that you didn't expect to see, and this makes no sense to you, it is probably best to restore your dataset using the archive taken at Step 3. If this is the case, please raise a new case online and reference the title of this article.
Print the report to pdf or Excel for your records.
Close the report and task screen, click Close or press Esc.
Run Recalculate GL Batch Headers
Recalculate GL Batch Headers recalculates the total debits and total credits shown for each transaction number in various GL Transaction entry screens including:
General Ledger, Transactions, Transactions, Journals.
General Ledger, Transactions, Transactions, Payments.
General Ledger, Transactions, Transactions, Receipts.
General Ledger, Transactions, Other Modules, Journals from Other Modules.
If any of your total debits and credits in these screens are incorrect then do the following:
Run Recalculate in report mode first.
Go to Tools, Company, Utilities, Recalculate GL Batch Headers.
Under Options ensure Report Only is selected.
Ensure no other ranges are entered.
Accept F9 to run the report.
If no batches are listed on the report, or the batch you are trying to fix is not listed, then either you do not have this problem, or there is a corruption in your data, or you do have this problem, but it is actually in different batches. If you believe you are seeing this problem in the batch you have identified but the report does not list the batch, please raise a new case online and reference the title of this article. Please include a screenshot of the out of balance GL Transaction screen that you are trying to fix, and a copy of the report ran in Step 1 above.
📌Note: Only proceed to the next step if batches are listed in the report above and you are happy that the Batch Headers for those batches are incorrect.
Archive your data using File, Archive Current Company.
Again, at Tools, Company, Utilities, Recalculate GL Batch Headers.
In the Options section choose Update Batch Header Totals.
Click Accept F9 or press F9 to start the process.
Once the process is complete, review the report to ensure the changes are as expected.
📌Note: You should know the batch you are trying to fix already, if this batch is not listed as having been recalculated or you see many other batches listed that you didn't expect to see, and that did not appear in the report in Step 1, it is probably best to Restore your dataset using the archive taken at Step 3. If this is the case, please raise a new case online and reference the title of this article.
Print the report to pdf or Excel for your records.
Close the task screen, click Close or Press Esc.