Eve 'n You can
Fix an Out of Balance GL
ONE-SIDED!!! OUT OF BALANCE!!!??? But I Didn't
DO Anything!!!
Computers... God love 'em.
If your balance sheet turns up out of balance, you can correct
it by using the Check/Repair GL option from the Utilities menu.
From the menus at the top of your TOPS screen choose UTILITIES,
then from the dropdown choose Check/Repair
GL.
Click OK to the WARNING>>>
Ooooh!!! Scary!!!
QUICK FUN FACT: Did you know you can
only learn 7 things in one day!!!???
I read that somewhere...but I may be mistaken so don't quote me
on it.
Anyway...
Use the GL Out of Balance screen to enter a one-sided correcting
entry to any general ledger account number to fix the problem. TOPS
v3.2.1™ does NOT ALLOW posting of out of balance entries.
However, the General Ledger can become out of balance if computer
power is lost in the middle of posting transactions (AR, AP, PR,
or Journal Entries) to the General Ledger, or maybe your network
dropped. Also, the computer can lose transactions from the hard
disk when equipment errors occur. BUT NO WORRIES!!! The Check/repair
GL option allows you to find and correct these problems.
*jumps up* HOORAY !!!
You can only make one balancing entry per period. You may need
to make further journal entries to completely fix all the GL accounts
involved in a lost data or posting error problem.
THE TOPS SCREEN WILL SHOW YOU: The current period
dates, out of balance amount, and number of months that are not
in balance.
*****VERY IMPORTANT: YOU NEED TO READ OR YOU WILL CAUSE YOURSELF
MORE GRIEF THAN IF YOU DIDN’T READ WHAT I'M ABOUT TO WRITE*****
The Check/Repair GL feature tells you what month & year the
error occurs. To cut back on going BLIND looking for numbers, simply
print the balance sheet to screen starting with the 15th of the
month/year it says the error came from. If it's IN balance, try
the 5th of the month, then toggle the days till you find the EXACT
day the balance sheet goes out of balance!!! It will NOT be out
of balance the day before... only the day of the out of balance
occurrence. Once you find the DAY... you can simply print the general
ledger report with detail for JUST THAT DAY to find the correct
offset. :)
FYI: I just wrote the above important
part without taking a breath.
YOU FILL IN THE BLANKS FOR:
- Offset Account #: Type the General Ledger account number or
click Browse to select the General Ledger account number where
the entry should be made. If you do not know the correct account
number, you can use a temporary (suspense) account number to complete
the screen and later make a regular journal entry to move this
entry to the correct account number.
- Trans. Day of the Month: Type the day of the month to complete
the effective date of this entry to the General Ledger. The utility
program already knows the month and year since it is the period
that is out of balance. For example enter 10 for 10th.
- Reference: Type the original description for the transaction
if known. Every General Ledger transaction must have a description.
If you do not know the original description, you can enter a description
such as, Correct Out of Balance GL.
We recommend that you run the Check/repair GL option again to verify
that the entry was properly made and that the General Ledger is
back in balance.
by Eve DuBose,
Support Technician
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