Tips & Troubleshooting

Accounts tips

An account cannot be found

If you cannot find the account you want to use for a transaction, there may be a number of explanations:

■	You may not have added it to your accounts list.

■	The account may be assigned the wrong account type.

■	You may be looking at the wrong account group.

■	The field you are trying to select the account for may require a specific account type, for example, a Bank (Asset) or Credit Card (Liability) account type.

Selecting accounts by the account name instead of the account number

To select an account in a field or transaction column using the account name, go to the Setup menu and choose Preferences. The Preferences window appears. Click the Windows tab, select the Select and Display Account Name, Not Account Number option and click OK. This change will apply to all transaction windows.

An account balance is wrong

If the balance that is displayed for a chequing or credit card account appears to be wrong, there are several things you can check:

■	Incorrect transactions entered for the account

In a transaction window, click the zoom arrow that appears next to the transaction balance for the account. The Find Transactions window appears, displaying a list of all the transactions that have been recorded against the account since the beginning of the month. Check the list for errors. If you want to, change the date range to view more transactions.

If you find an incorrect amount, click the zoom arrow next to the transaction. The original transaction window appears. You can reverse or delete the transaction as required. For more information, see Changing or deleting a transaction.

■	Undeposited funds

If you use the Prepare Bank Deposit feature, the account balance may be wrong because you haven’t transferred some undeposited funds to the account. To check this, go to the Banking command centre and click Prepare Bank Deposit. The Prepare Bank Deposit window appears. In the Deposit to Account field, select the account that is out of balance. A list of transaction amounts waiting to be deposited into the account appears. For more information, seeBank deposits.

■	Bank fees and interest were not entered at reconciliation

If you did not enter transactions for bank fees or interest income when you last reconciled the account, this may have caused the incorrect balance. You can check this in the Account Reconciliation window.

Changing a recurring transaction

Choose Recurring Transactions from the Lists menu in any command centre. The Recurring Transaction List window appears. Select the recurring transaction you want to change and click Edit Schedule. Make your changes, then click Save.

What is the current payroll year

Choose General Payroll Information from the Setup menu. The payroll year is displayed in the window that appears.

The payroll year that appears is the year you entered when you used the Start a New Payroll Year feature at the beginning of the current year. For more about setting up payroll information for your company, see Set up payroll.

What is the current date of my payroll tax tables

Choose General Payroll Information from the Setup menu. The Tax Table Revision Date for your current payroll tax tables is displayed on the last line in the top half of the window that appears.

Some accounts don’t appear on the Trial Balance report

■	Check that the date range you specified contained activity for the account.

■	Select the Include $0.00 Balances option in the Report Customization window and run the report again.

■	The report period and account you specified may contain only purged transactions that will not appear on a Trial Balance report.

Entering negative account opening balances

Most of your account opening balances will be entered as positive numbers. Do not, for example, enter your liability account balances as negative numbers. Enter negative amounts only if accounts truly have negative balances. As a rule, these will be asset accounts that record accumulated depreciation.

For more information, see Enter account opening balances.

An account has the wrong currency

If you’re using the multicurrency feature and an account is displayed in the wrong currency, open the Details view of the Edit Accounts window and change the currency for the account.

Note that you cannot change the currency of an account that is already used in transactions. To change the currency in this situation, you need to delete all the transactions from the account, change the account currency, then reenter the transactions.

What is a conversion month?

Your conversion month is the month in which you began using your software.

If your conversion month is the first month of your fiscal year, you will need to enter opening balances for your asset, liability and equity accounts.

If your conversion month is any other month, you will need to enter opening balances for all your accounts.

When to enter opening balances for your accounts

You need to set up your accounts list before you enter the opening balances of your accounts. If you are unsure which accounts you need to create and enter balances for, ask your accountant.

Why your Current Year Earnings account doesn’t appear in the Account Opening Balances list

The balance of your Current Year Earnings account is calculated automatically as you record sales and other transactions. No entry is required in the Account Opening Balances window.

The Accounts Receivable account has a negative balance

■	You may have entered transactions that are out of balance. Print the Accounts Receivable Reconciliation report, which is located in the Exceptions section of the Accounts tab in the Index to Reports window. This report will help you find any out of balance transactions.

■	You may be using the Accounts Receivable account as a sales income account, which causes a transaction imbalance. Check the linked account you use for sales income. This account should be a sales income account, not your Accounts Receivable account.

To correct the imbalance, you can reverse the transactions (if you know which ones they are) and then reenter them, or you can record a general journal adjustment.

For more information, see Changing or deleting a transaction and Auditing your records.

Entering your accounts’ history

If you want, you can enter account balances for the pre-conversion period in the History tab of the Edit Accounts window. Entering this information is optional, but may be useful for analyzing your accounts.

Editing a transaction that has already been reconciled

To change a transaction that you have already reconciled, you will need to undo the Bank Reconciliation that contained the transaction, then change, reverse or delete the transaction, and then re-reconcile the account.

caution : Purged transactions cannot be re-reconciled

Do not undo a reconciliation for a period containing purged transactions.

For more information, see Undoing an account reconciliation.

Some unreconciled transactions don’t appear when reconciling a bank account

■	Check that the transactions listed have not previously been reconciled.

■	Check that you have entered the correct Bank Statement dates.

■	Look for amounts that are close to the transaction amount you are looking for. The transaction may have been entered incorrectly in your company file or on the bank statement.

I incorrectly matched a transaction in the Unmatched Statement Transactions window

If you have already reconciled the account, undo the account reconciliation and re-reconcile the transactions.

For more information, see Undoing an account reconciliation.

The Reconciliation Report shows uncleared transactions that don’t appear in the Reconcile Accounts window

■	Check that you entered the correct dates when you ran the report.

■	Check that you entered the correct bank statement date for the reconciliation.

If you accidentally reconcile a transaction with a future date, you can undo the bank reconciliation and re-reconcile the account. Or, you can wait until the date for which these transactions were reported reconciled, at which time they will automatically disappear from your reconciliation reports.

For more information, see Reconciling your bank accounts.