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Did you find one or two particular discrepancies, or is everything really wacked out? If everything on the Balance Sheet is wrong, usually very wrong, it is likely that a mistake was made performing month end procedures. Unfortunately, not everyone keeps up with the month end procedures. Every year, we get calls from customers who are trying to close months early in the previous year. The ‘G/L Data Import Review’ will call most of the conditions described below to your attention.
| 1. | All of the Balance Sheet accounts are wrong and the Income Statement accounts are OK. |
| • | Likely Cause: The Beginning Balances period has not been populated. |
| • | Verification: Navigate to the General Ledger and select Commands> Beginning Balances. If no data is displayed, the beginning balance period is empty. |
| • | Solution: Populate the Beginning Balance period by closing the previous year or, in the event you are working on your first year with Xebra, manually enter correct beginning balances. |
| 2. | The Conditional Balance Sheet was correct before I imported the month. Now, the Preliminary Balance Sheet is all wrong. |
| • | Likely Cause: One or more previous months were not imported to the General Ledger. |
| • | Verification: Navigate to the General Ledger and select Commands>Load Period for each period of the year. If there is no data shown, the period was not imported. |
| • | Solution: Follow the month end procedure for each of the missing months. |
| • | Caution: If this is your first year and you started using Xebra Accounting in the middle of the year, it is normal not to import periods before you started doing your accounting on Xebra. |
| 3. | My Sales and Expenses are showing double for the month. |
| • | Likely Cause: The month was imported twice without deleting the period before the second import. A programming change is being made to prevent this error from occurring. |
| • | Verification: Do the following: |
| o | Run the Summary Journals for the period to the Print Preview. |
| o | Scroll down to the last page and write down the Batch Total for the Posting Summary. (This is right before the Net Cash Change.) |
| o | Close the Print Preview and navigate to the General Ledger. |
| o | Load the period and compare the totals shown with the summary journal totals. If they are not the same, the problem exists. |
| • | Solution: Delete the period in the General Ledger and re-import it (only once). |
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