Sometimes the clearing entries for this account fail due to environmental reasons such as network connectivity or server load in which case the Purchasing Clearing Account balance will NOT be $0. When the Purchasing Clearing Account has a balance other than $0 it is out of balance.
Generally, when this happens, your Trial Balance will still balance, with debits and credits for both Period and Year to Date being equal. The following steps are applicable if your Trial Balance still balances. Otherwise refer to Troubleshooting when the GL Trial Balance is not Balanced. You may still need to refer to this article as well after balancing your Trial Balance.
When the Purchasing Clearing Account does not balance, do the following:
Run the General Ledger, Reports, Transactions, Transactions by Account report to screen.
Enter the First Account and Last Account as your Purchasing Clearing Account.
Determine the period that is out of balance by selecting to screen transactions for a single period, start with your current period by making the appropriate selections in the Period field, then click Submit to run the report.
Check if the account balances (Total Debits equal Total Credits), if it does, repeat Step 3 and 4 until the period with the imbalance is found.
Once the Period is found, narrow down the number of transactions to search by using a date filter, enter the First Transaction Date and Last Transaction Date.
Check if the imbalance is in the date range by checking whether Total Debits equal Total Credits. Please note:
If the imbalance is in the date range:
Scan through transactions to find the document reference that is not balanced, OR:
Repeat Step 5 to refine the date range to reduce the number of transactions to search.
If you consolidate your entries, you may need to refer to your saved GL Postings report to work out what entries are missing.
If you did not print your GL Postings report, then you'll need to refer to the GL Batch and work out what entries are missing. As a guide:
If debits are higher in the clearing account, then expense, stock/inventory or Goods Received Liability postings may have been missed. Check if your Product Status (or Product Status by Date for Date Based) and Estimated Liability reports reconcile to the GL. If they do, then most likely expense entries have been missed.
If credits are higher, then most likely the Accounts Payable entry has been missed. Check that your Supplier Aged or Ageing report, as appropriate, reconciles to the GL
If not, select a new date range as per Step 4
Repeat Steps 5 and 6 until the out of balance transaction is located
Once located, identify the GL posting/s that is/are missing and make a note of the amount (if different to the account imbalance), date, batch and reference.
Once all transactions making up the imbalance have been found, depending on your audit trail requirements either go to:
No audit trail: General Ledger, Transactions, Other Modules, Journals from Other Modules and enter the Batch No.
Add in the missing transaction/s to the batch and click or press Accept F9 to save
Full audit trail: General Ledger, Transactions, Transactions, Journals and create the required adjusting General Journal
📌Note: If you would like us to record that you have experienced this issue, then please raise a new case online and reference the title of this article.