Trial Balance / Accounts Receivable / Accounts Payable not matching after upgrading to QuickBooks QBi 2008/09

Legacy KB ID: 332

Question

Why is my Trial Balance / Accounts Receivable / Accounts Payable not matching after upgrading to QuickBooks QBi 2008/09?

Answer

Note: - Before following the instructions below, please be sure you have at least one or two valid backups of your data file.
        - IF YOU ARE PERFORMING THE FIXES BELOW, DO NOT REBUILD YOUR DATA FILE IN RELEASE 7 [R7].

We have encountered a few issues that relate to the trial balance, accounts receivable and accounts payable not matching after upgrading.

  • If your Accounts Receivable or Accounts Payable does not match after upgrading, refer to Section 7 under More Information.

Most of the issues have been resolved / revised and will be available in the upcoming update [Release R8P].

Below is a list of the known Trial Balance issues.

1. - A file containing a transaction(s) with a WC Tax Code and is upgraded to QuickBooks QBi 2008/09 R2P or R3P causes the Trial Balance to be out.
Resolution
If you upgrade directly from QuickBooks 2007/08 to QuickBooks QBi R7P, the issue won't occur. If you have upgraded through R2P or R3P you will need to open/view any transactions affected, untick the Amts Inc Tax option, you will see the WC Tax Amount appear on a Split Line with no item selected, this amount should not exist, delete this amount and save changes.
Instructions
 - From the Reports Menu, select Custom Transaction Detail Report
 - Change the Date Range to All
 - From the Filters tab, select Tax Code
 - From the Tax Code drop down menu, select Multiple Tax Codes...
 - Tick WC from the list and click OK
 - Double click each line to zoom into each transaction
 - Untick the Amts Inc Tax option and the WC Tax Amount will appear on a split line
 - Delete the line by pressing CTRL + Delete on your keyboard.
 - Save the transaction
 - Repeat steps 6 - 9 until all transactions have been edited

2. - Trial Balance is out of Balance when a file with Negative amounts are entered on an invoice and is upgraded to QuickBooks QBi 2008/09 R3P.
Resolution
If you upgrade directly from QuickBooks 2007/08 to QuickBooks QBi 2008/09 R7P the issue won't occur. If you have upgraded through R2P or R3P, you will need to edit any transactions affected, delete and re-enter the Negative Split Lines.
Instructions
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Locate the negative line item and change the Tax Code for eg. GST to FRE and then change it back to GST
 - Save the transaction
 - Repeat the steps until all affected transactions have been edited

3. - Having a Negative Service Item as well as a discount item on an Invoice causes the Trial Balance to be out of balance (Cash Basis).
Resolution
Edit the Transactions affected so that all Negative amounts are assigned to Service Items or Discount Items.
Instructions
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Edit the transactions with a negative amount and assign them to Service Items or Discount Items
 - Save the transaction
 - Repeat the steps until all affected transactions have been edited

4. - Trial Balance is out of balance (Cash Basis) due to a Negative amount with a Combined Tax Code.
Resolution
Edit any affected invoices and remove the Negative amount with the Combined Tax Code, then enter this as an Adjustment Note assigned to the Invoice rather than a negative line.
Instructions
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Remove the negative amount with the combined tax code, then enter this as an adjustment note assigned to the invoice
 - Save the transaction
 - Repeat the steps until all affected transactions have been edited

5. - Using a 10% Tax Code on Foreign Transactions in QuickBooks 2007/08 then upgrading to QuickBooks QBi 2008/09 QBi causes the Trial Balance to be out.
Resolution
If the tax code was accidentally selected on the Foreign transaction, edit the transaction to remove the Tax Code. Note: Tax Codes on Multi-Currency isn't available in QuickBooks QBi 2008/09 R7P, but will be available in QuickBooks QBi 2008/09 R8P
Instructions
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Locate and remove the Tax code
 - Save the transaction
 - Repeat the steps until all affected transactions have been edited

6. - Having Multiple Items with different tax codes on an invoice causes the Trial Balance to be out on a Cash Basis in QuickBooks QBi 2008/09.
Resolution
Trial Balance is only out of balance on Cash & Net basis, if you change the report preference to Cash & Gross the Trial Balance will balance. The only way to resolve this for Cash & Net is to manually edit each affected transaction.
Instructions
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Locate the negative line item and change the Tax Code for eg. FRE to GST and then change it back to FRE
 - Save the transaction
 - Repeat the steps until all affected transactions have been edited

7. - Rebuilding a file in QuickBooks QBi 2008/09 R7P causes Deposits & Cheques to appear in the Uncategorised Income/Expenses Account causing the Trial Balance to be out of balance.
    - Rebuilding a file in QuickBooks QBi 2008/09 R7P causes Pay Cheques to appear in the Uncategorised Expenses Account causing the Trial Balance to be out of balance.
    - Affected Customer Payments appear on A/R Reports as being unpaid causing the A/R Summary, A/R Detail & Open Invoices Reports to be incorrect.
    - Affected Supplier Payments appear on A/P Reports as being unpaid causing the A/P Summary, A/P Detail & Unpaid Bills Detail Reports to be incorrect.
Resolution
Zoom into the Uncategorised Income/Expenses account on the Trial Balance and edit the deposits cheques that are affected and delete the uncategorised Income/Expenses split line. In some files it might say the transaction is out of balance when you attempt this, if so, change the amount of the Uncategorised Income/Expenses split line to $0.00 and save the transaction and then edit it to delete the split line.
For Pay Cheques, you will need to edit each affected pay cheque and enter a dot '.' in the Customer:Job field or Cheque No. field saving your changes.
Instructions
Invoices / Sales Receipt / Inventory Adjustments - Delete and re-enter
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Delete and re-enter the transaction to remove the uncategorised income/expense line
 - Repeat the steps until all affected transactions have been entered

Bill Payments / Customer Payments
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Click the Clear Splits button
 - Re-tick the transactions
 - Save the transaction
 - Repeat the steps until all affected transactions have been entered

Liability Cheques / Cheques / Bills / Deposits / Journal Entries
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - From the Expenses tab, click on the Uncategorised Income/Expense line and press CTRL + Delete on the keyboard or Edit > Delete Line
 - Save the transaction
 - Repeat the steps until all affected transactions have been entered

PayCheques
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Click Paycheque Detail...
 - Tick Unlock Net Pay
 - Add a dot '.' in the Customer Job. field
 - Save the transaction
 - Repeat the steps until all affected transactions have been entered

Transfers
 - From the Reports Menu, select Accountant > Trial Balance
 - Narrow the date range of the trial balance until you find the first unbalanced day
 - Generate a Journal report from the Reports menu > Accountant > Journal for the Date it is out of balance
 - From the Debit and Credit column, find the transaction that does not match
 - Double click the line to zoom into each transaction
 - Locate the transaction in the Bank Register
 - Click on Splits
 - Click on the Uncategorised Income/Expense line and press CTRL + Delete on the keyboard
 - Save the transaction
 - Repeat the steps until all affected transactions have been entered

Please Note:

If you are unsure of what version is currently installed, follow the instructions below:
Open QuickBooks QBi 2008/09 and press CTRL + 1 or F2 on the keyboard to display the Product Information;
QBi 2008/09 = QuickBooks 2008-09 Release R2P
Service Pack 1 = QuickBooks 2008-09 Release R3P
Tax table update = QuickBooks 2008-09 Release R3P
YTD Patch = QuickBooks 2008-09 Release R6P
Multicurrency Release = QuickBooks 2008-09 Release R7P
Service Pack 2 = QuickBooks 2008-09 Release R8P


 

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